Import Documentation Executive

Oriental Aromatics Ltd.; Mumbai City; On-site; INR 550,000 - 750,000; Full time

Job summary

Oriental Aromatics Ltd. seeks an Import Documentation Executive to manage end-to-end import documentation at our CST Mumbai HQ, ensuring compliance and timely processing.

You will coordinate with Finance, CHAs, freight forwarders, and suppliers, maintain meticulous records, monitor timelines, and ensure adherence to GST and Customs requirements.

Qualifications

• Experience with import documentation and customs clearance.
• Detail-oriented with accurate document preparation.
• Strong coordination and communication with external and internal teams.
• Ability to manage multiple shipments and meet deadlines.
• Proficient in MS Office (Excel/Word).
• Familiarity with SAP or ERP systems.

Responsibilities

• Prepare, review, and verify import documentation such as B/E, Invoice, Packing List, COO.
• Coordinate with Finance for payment docs and bank submissions.
• Ensure timely submission for customs clearance.
• Liaise with CHAs, freight forwarders, suppliers, banks, and internal stakeholders.
• Monitor shipment docs and clearance timelines to minimize penalties.
• Maintain records of import documents and ensure proper documentation flow.
• Ensure compliance with Customs Act, GST Act, and company policies.
• Identify and resolve documentation discrepancies with stakeholders.
• Support process improvements in import documentation.

Skills

Import documentation knowledge

Attention to detail

Coordination and communication

Deadline-driven

MS Excel

Tools

SAP/ERP systems

Job description

Hi,

Greetings from Oriental Aromatics ltd.

We are looking for a suitable candidate to join us as an Import Documentation Executive, based at our headquarters in CST, Mumbai.

Company Name : Oriental Aromatics Ltd.

Company Webpage : - http://www.orientalaromatics.com/

Job Location : Fort, Mumbai.

Working Days : Monday Friday

Job Purpose

To ensure accurate, timely, and compliant preparation and processing of import documentation, customs clearance paperwork, and payment-related documents while coordinating with external agencies and internal stakeholders to facilitate smooth import operations.

Key Responsibilities

• Prepare, review, and verify import documentation, including Bill of Entry, Commercial Invoice, Packing List, Certificate of Origin (COO), and other relevant documents.
• Coordinate with the Finance team for payment documentation, bank submissions, and related import transactions.
• Ensure timely and accurate preparation and submission of documents required for customs clearance.
• Liaise with Customs House Agents (CHAs), freight forwarders, suppliers, banks, and internal stakeholders to ensure smooth import operations.
• Monitor shipment documentation and clearance timelines to minimize penalties, demurrage charges, and shipment delays.
• Maintain proper records of import documents and ensure systematic documentation flow for operational efficiency and cost optimization.
• Ensure compliance with applicable provisions of the Customs Act, GST Act, and company policies and procedures.
• Identify and resolve documentation discrepancies in coordination with relevant stakeholders.
• Support continuous improvement in import documentation processes to enhance operational reliability and efficiency.

Required Competencies and Skills

• Strong knowledge of import documentation, customs clearance procedures, and applicable regulations.
• High attention to detail and accuracy in document preparation and verification.
• Good coordination, communication, and follow-up skills when dealing with external agencies and internal teams.
• Ability to manage multiple shipments, prioritize tasks, and meet strict deadlines.
• Proficiency in MS Office, particularly Excel and Word.
• Working knowledge of SAP or other ERP systems.
• Strong organizational, problem-solving, and record-management skills.